Travel and Subsistence

12 Jun 2014 Alex Hastings    Last updated: 5 Jul 2014

This article outlines NICVA's policy in relation to staff travel and subsistence allowance.

Travel

Travelling expenses incurred by staff in the performance of their duties will be reimbursed upon submission to and approval by an appropriate member of staff as indicated at ‘Method of Claim’ below.

Using employee’s own vehicle

A single mileage allowance will be paid with the rate being revised annually and adjusted as necessary upon advice from the HM Revenue & Customs (rates below effective from 6 April 2011).

Authorised mileage rates (AMR) – reimbursement of business mileage travelled in employee’s own car

Cars and vans – single rate for all cars and vans irrespective of engine size:

On the first 10,000 miles in the tax year - 45p per mile

On each additional mile over 10,000 miles - 25p per mile

Motorcycles - 24p per mile

Bicycles - 20p per mile

For each passenger carried, where the passenger is a fellow employee on the same trip - 5p per mile

Employee’s company car

Advisory fuel rates (AFR) – Reimbursement of business mileage travelled in employees company car

HMRC will revise the advisory fuel rate 4 times a year. Any changes will take effect at the beginning of each calendar quarter – on 1 March, 1 June, 1 September and 1 December and will be published on the HM Revenue & Customs (HMRC) website. They are intended to reflect actual average fuel costs at the time they are set.

Public transport

Where public transport (including rail or air travel) is used, the actual cost shall be reimbursed. In exceptional circumstances (eg where public transport is not available), the cost of taxi fares will be met – receipts must be provided.

Subsistence allowances

Day subsistence

Subsistence allowance will be paid in respect of lunch and dinner where an employee necessarily incurs expenses when on duty outside the workplace. All claims must be accompanied by receipts.

Meal Allowances (NI, Elsewhere and Ireland – equivalent in euro)
Lunch – to a maximum of £5.00
Dinner – to a maximum of £15.00

Meal Allowances (London)
Lunch – to a maximum of £5.00
Dinner – to a maximum of £15.00

Rail travel

An officer travelling by rail will be entitled to the actual cost of a meal necessarily taken where it exceeds the standard rates.

Overnight provision

An officer who is required to make overnight stays in performance of their duties will be entitled to receive the full cost of hotel accommodation including meals (evening meal and breakfast) which NICVA will arrange at a cost prescribed from time to time for London and elsewhere.

Flight/hotel bookings must be made via the Chief Executive’s PA, or the Director of Corporate Services in his/her absence. NICVA will pay for accommodation including breakfast, to the following maximum rates:

NI and Elsewhere £80.00 per night

Ireland 180 euro per night

London £100.00 per night

Where it is not possible, the staff member should settle the bill, obtain a receipt and claim for its full reimbursement. Officers choosing to stay overnight with friends or relatives may claim up to 50% of the overnight rate with which to recompense their host.

Allowance for use of home as office

In circumstances where a member of staff requires to use for a temporary period their home as an office and provided such use has been authorised by the Chief Executive, they will be entitled to claim an allowance in respect of heat, light and use of private telephone.

Telephone allowance

Members of staff requiring to use their private telephone on NICVA business will be entitled to reimbursement of the expense incurred at such rates as are fixed from time to time.

Method of claim

All the above allowances will be claimed monthly on the claims form provided for the purpose. Claims must be accompanied, where possible, by receipts showing actual outlay – or reasons for their absence – and should be submitted for written approval to:

  • The Chief Executive in the case of Directors
  • The Director of Corporate Services in the case of the Chief Executive
  • The Unit Head in the case of all other staff
We share NICVA’s policies to assist organisations in drafting their own, however our policies are not sample policies as they are relevant to NICVA and should not be replicated. They may be used for reference purposes, in conjunction with other guidance available. NICVA cannot accept any claims arising from error or misinterpretation.
by Alex Hastings

Human Resources Manager

[email protected]

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